Administrative Support - Saudi National

We are currently seeking an experienced Administrative Support professional to join our team in Riyadh and support the delivery of a major roads and highways infrastructure project.

The Administrative Support professional will provide comprehensive administrative, document control, coordination, and office support services to the project management and supervision teams. The successful candidate will play a key role in ensuring the efficient day-to-day operation of the project office, maintaining accurate records, coordinating meetings, managing project documentation, and supporting project personnel.

Responsibilities

Administrative Support

• Provide day-to-day administrative support to the Project Director, Resident Engineers, Project Managers, and wider project team.
• Prepare, format, and distribute correspondence, reports, presentations, meeting minutes, and project documentation.
• Maintain organized filing systems for both electronic and hard-copy records.
• Coordinate and manage calendars, appointments, meetings, and conference room bookings.
• Arrange travel, accommodation, transportation, and logistics for project personnel when required.
• Screen and direct incoming calls, emails, and correspondence.

Project Coordination

• Support the coordination of project activities between project management, supervision teams, clients, contractors, and subcontractors.
• Assist in preparing project reports, weekly updates, dashboards, and status reports.
• Track action items arising from meetings and follow up with stakeholders on outstanding tasks.
• Coordinate internal and external meetings, workshops, and project reviews.
• Ensure project documentation is distributed to relevant stakeholders in a timely manner.

Document Management

• Maintain accurate project records and documentation in accordance with WSP procedures.
• Support document control activities including document registration, filing, tracking, and archiving.
• Ensure project correspondence, reports, drawings, and submissions are properly recorded and stored.
• Monitor document workflows and assist project teams in maintaining document compliance requirements.
• Support project audits and information management activities.

Office Administration

• Assist with office management activities, including procurement of stationery and office supplies.
• Coordinate onboarding arrangements for new project staff.
• Monitor office facilities and report maintenance or operational issues.
• Liaise with vendors, service providers, and support functions as required.
• Support the mobilization and demobilization of project personnel.

Reporting & Data Management

• Maintain project databases, trackers, and administrative records.
• Prepare routine reports and summaries for project management.
• Assist in compiling monthly reports, timesheets, attendance records, and project administration data.
• Ensure accuracy and confidentiality of project information and records.

Stakeholder Support

• Build and maintain positive working relationships with internal and external stakeholders.
• Support communication between project teams, corporate functions, clients, and contractors.
• Represent WSP professionally when interacting with project stakeholders.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Office Management, Management Information Systems, or a related discipline.
• Additional administrative or project coordination certifications would be advantageous.
• Minimum 6 years of experience in an administrative support, project coordination, office administration, executive assistant, or similar role.
• Previous experience working on large infrastructure, transportation, roads, highways, construction, or engineering consultancy projects is highly preferred.
• Experience supporting multidisciplinary project teams within a fast-paced project environment.
• Familiarity with project documentation and reporting processes.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using document management systems and shared collaboration platforms.
• Strong document preparation, formatting, and reporting capabilities.
• Excellent record management and organizational skills.
• Experience maintaining databases, trackers, and project correspondence logs.
• Ability to prepare professional reports, meeting minutes, and presentations.
• Saudi national.